Hybrid Meetings in Condos & HOAs: 5 FAQs for Boards and Managers

As more condominiums and HOAs explore ways to increase participation and improve meeting efficiency, hybrid meetings have emerged as a popular option. Combining in-person attendance with virtual access, this format can support greater owner involvement while accommodating a range of schedules and comfort levels.

In this article, we address five frequently asked questions from board members, property managers, and owners about how hybrid meetings work in practice. Whether you’re preparing for your first hybrid AGM or looking to refine your approach, these insights will help you plan with confidence.

1. Can We Host a Hybrid Meeting If Some Owners Aren’t Tech-Savvy?

Yes - hybrid meetings are designed to be inclusive. Many communities worry about excluding residents who are less comfortable with technology, but most platforms aim to minimize technical barriers.

Owners who attend virtually typically receive a secure, personalized link by email. This allows them to RSVP, access meeting materials, and cast their vote through an intuitive, step-by-step platform. To join the meeting, they simply click a link - no app installation or advanced knowledge required.

Most providers also offer live support (by phone or chat) to guide users through the process. This ensures that both tech-savvy and traditional participants can engage fully and confidently.

2. Are Hybrid Meetings Permitted by Our Bylaws or Legislation?

In general, yes. Hybrid and virtual meetings are increasingly accepted in condominium and HOA governance across most jurisdictions.

However, communities should always consult their governing documents. Your bylaws or declaration may include specific language about meeting formats, notice procedures, or voting methods. If hybrid meetings are not explicitly addressed, it’s wise to seek legal guidance to confirm compliance.

Many modern governing documents have been updated to allow for electronic participation and in some cases, even encourage it. Property managers and boards can also work with legal counsel to amend outdated provisions to reflect current best practices.

3. What Kind of Technology Is Needed to Host a Hybrid Meeting?

Hosting a successful hybrid meeting doesn’t require an elaborate setup—but it does require a few key tools:

• 360-Degree Camera: Helps virtual participants see the full room and follow the discussion more naturally. Many models include automatic speaker tracking.

• Microphone and Speaker System: Ensures clear, room-wide audio capture and playback so that everyone - virtual and in-person - can hear and be heard.

• Display Monitor or TV: Allows in-person attendees to see slides, virtual participants, or real-time voting updates. TVs often provide clearer visuals than projectors.

Avoid relying on a single laptop for camera and audio it - rarely captures sound effectively in a large space. Instead, use purpose-built tools or work with a provider experienced in hybrid meeting facilitation.

4. How Does Voting Work in a Hybrid Format?

Hybrid voting systems are built to maintain accuracy and prevent duplication.

Owners may vote either online or in person, but not both. When a homeowner checks into the meeting (virtually or in person), they are designated a voting method. For example, if an owner checks in physically, their online ballot is disabled to ensure only one vote is counted.

Votes are collected through both channels and tabulated together, producing a unified result that meets legal standards. Owners attending in person may still use their personal devices to vote electronically, provided attendance is properly logged.

5. What If There Are Internet or Tech Issues?

Technical difficulties can happen, but they’re manageable with advance planning.

We recommend the following steps:

• Conduct a test run a few days before the meeting to confirm internet speed, audio/visual performance, and equipment compatibility.

• Prepare backup options, such as a mobile hotspot, extra microphones, or alternate laptops and cables.

• Partner with a professional provider that specializes in virtual or hybrid meetings. These services typically come with on-site or on-call tech support and built-in redundancies.

Being proactive about technical risks helps avoid disruption and keeps your meeting on track.

Final Considerations

Hybrid meetings offer a practical way to improve access and engagement, particularly in communities with remote owners, seasonal residents, or busy professionals. However, their success depends on thoughtful planning and clear communication.

Key takeaways:

• Review your bylaws and consult legal counsel to ensure compliance.

• Use the right tools to create a seamless experience for both in-person and virtual attendees.

• Don’t go it alone - leverage service providers or experienced teams to reduce the burden on your Board or management staff.

  
  

By preparing effectively, your community can run smoother meetings, meet quorum more easily, and offer a more accessible experience for all owners.

Ready to simplify your next hybrid meeting?

At CondoVoter, we make hybrid meetings easy. Our fully managed service handles everything, from notice delivery and advance electronic voting to virtual meeting setup, live support, and quorum tracking. Whether your owners join online or in person, we make sure your meeting runs smoothly and meets participation requirements. Book a quick demo with out team to learn more.